Terms and conditions of grant
Definitions: in this letter “we”, “us” and “the Trust” refers to the Barrow Cadbury Trust, “you” and
“your” refers to the organisation receiving the grant to which this letter refers.
The following terms and conditions apply:
1. The Trust’s grant is to be spent in accordance with the project summary attached to this letter.
2. Details of this award must be classed as ‘restricted funding’ in your annual accounts and shown
clearly on a separate line in your Statement of Financial Activities (SOFA) or the notes to the
SOFA.
3. If any part of the grant remains unused at the end of the funding period, you must inform the
Trust. The Trust will either require you to return the unspent portion of the grant, or agree with
you how it is to be spent.
4. If you wish to accept this grant offer, you must send us, within one month of the date of this
letter:
a.
one signed copy of this offer letter and of the attached project summary;
b.
a completed bank details form, attached;
c.
an original paying in slip for your bank account.
5. The grant agreement will commence on receipt of your signed offer letter.
6. By returning the signed offer letter you are confirming that the project is ready to start on the
date set out above. If it seems likely that you cannot start the project within a month of this
date, you must inform your grant officer as soon as possible to discuss changes needed to the
project plan. In the absence of a revised agreement the offer will automatically lapse.
7. During the period of the grant, you will comply with all relevant legislation including
employment, health and safety, equality and data protection law. If you are a registered charity
and/or company, you must also comply with the relevant legislation covering your legal
structure. You must hold adequate employee and public liability insurance, if relevant to your
organisation. If your project involves work with children, young people or vulnerable adults, you
will take all reasonable steps to ensure their safety and have safeguarding procedures in place,
including staff and volunteer supervision arrangements, background and Criminal Records
Bureau checks.
8. If the grant includes funding for a member of staff, you must inform us of the recruitment
schedule and notify us when that member of staff is appointed or if there is a delay in
recruitment. Where your project proposal stated that some person of a particular grade will be
employed to deliver your project, you must ensure that that the work is carried out by a person
of that grade or above.
9. If the grant is for research work, you must comply with the Ethical Guidelines issued by the
Social Research Association, a copy of which can be found on the Trust’s website on the
“Resources and Forms” page. Where particular ethical considerations arise from research
proposals, you must satisfy the Trust that appropriate consents have been obtained before the
research begins.
10. Written agreement should be sought from the Trust in advance for any proposed changes to
activities, budget or staffing that may significantly impact on the project. If anything occurs that
might affect the cost, progress or date of completion of the Project, including any additional
funding obtained that was not disclosed at the time of application to the Trust, you must inform
us.
11. Payments are subject to conditions as outlined in the grant payment schedule attached at the
end of this letter.
12. The Trust will require regular monitoring reports from you, according to the schedule set out at
the bottom of this letter. A monitoring template is attached to this offer letter and should be
used to report project progress to Barrow Cadbury Trust. You will be contacted by us in advance
of your reporting deadline. In addition to your regular monitoring reports, the Trust may from
time to time need to see other information relating to the running of your project, which must
be provided in a timely fashion.
13. You must send us a copy of annual report and accounts for each financial year covering the
period of the grant once they have been approved by your Trustees. Your annual report must be
set out in accordance with any guidance provided by relevant registration bodies (for example
the Charity Commission in the case of registered charities).
14. The Trust should be acknowledged as a funder of this work in your published literature. Use of
the Trust’s logo must be agreed in advance with us.
15. The Trust maintains the right to use any written or photographic materials provided by the
grantee for evaluation and publication purposes, these will be credited to the grantee.
16. The Trust may withhold funds if you have unreasonably failed, after due warning, to comply with
the terms and conditions of the grant. In these circumstances all or part of the grant payments
will be withheld until such time as the matter is rectified.
17. The Trust reserves the right to withdraw the grant offer at any time if you breach any terms and
conditions of the grant. Any outstanding payments at this time will be cancelled and the Trust
may take steps to recover any monies not used in accordance with this grant agreement.
18. You may withdraw from the grant agreement at any time by written notice and as long as you
agree to repay any unused grant award that has been made by Barrow Cadbury Trust.
19. You are expected to maintain regular contact with your grants officer.
20. The Trust considers that the funding arrangement covered by this letter relates to grant funding,
and cannot take responsibility for any differing interpretations made by others. In particular,
should VAT be deemed to be applicable, the amount of award quoted is deemed to be inclusive
of any such VAT. If any of the grant is used to pay VAT and that VAT is subsequently recovered,
you must immediately inform the Trust, which will either require you to refund it, or agree with
you how it is to be spent.
Additional conditions relating to the publication of reports and other documents
21. Where publications arise from funding provided by Trust, the following additional terms and
conditions apply. You must:
a.
where we wish it, give full acknowledgement to the Trust, using wording to be agreed in
advance with us.
b.
provide us with a final draft report, with at least five working days’ reading time, for
comment. The Trust reserves the right to make suggestions about the content of any
publication arising from our grant, to require changes if the publication does not meet
the brief set out in this grant agreement and to refuse permission for acknowledgement
of the Trust’s support and logo if the publication’s content does not meet a standard
judged to be acceptable by the Trust.
c.
send us at least two copies of any book or report arising from work funded by the Trust.
22. By signing this letter, you grant us the right and royalty-free licence to publish, reproduce,
communicate and make available to the public, distribute and adapt any outputs of work funded
by us in printed, electronic or any other medium in all languages throughout the world for the
full legal term of copyright, and further to authorise third parties to do the same. Our rights
under this clause include those activities concerned with editing, translating into languages
other than English, converting to electronic formats, abridging and otherwise amending for the
purposes of dissemination to as large an audience as possible.
23. Provided this Agreement has not been terminated because of breach of obligation by you, your
organisation has the right to publish the results of your project, provided the Trust is
acknowledged as set out in paragraph 21.1 of this letter. The Trust agrees that the following
copyright notice shall appear on all copies of the published editions of the Project Report: ©
«Grantee_Organization_Name».
24. Your organisation warrants to the Trust that:
a.
where the materials have been created as part of the project they are the original works
of their author(s) and contain nothing defamatory or libellous;
b.
where the copyright and/or other intellectual property rights in the materials are not
owned by you, you have all necessary consents and licences to use and to authorise the
trust to use the materials for the purposes contemplated by this agreement;
c.
use of the materials by the Trust or by any third party with the consent of the Trust will
not infringe the copyright or other intellectual property rights of any third party; and
d.
you will ensure that no person asserts a moral right in relation to any material.